Rental of a seminar room

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Choisir un bon lieu de séminaire pour optimiser ses ROI et obtenir le meilleur des participants

Que l’on cherche à ​stimuler ses équipes​, à les rendre plus solidaires pour obtenir d’elles des collaborations plus fructueuses ou encore à ​former ses salariés​, le séminaire reste toujours un moment décisif, qui doit ​marquer les esprits pour révéler toute son efficacité​. Pour leurs réunions en interne, près de 6 entreprises sur 10 ont déjà l’habitude de sortir des bureaux, afin de bénéficier des avantages d’un autre cadre, pour favoriser la créativité et éviter de se cantonner dans sa zone de confort. Lorsque l’on organise un séminaire, il devient ​plus que jamais indispensable de sélectionner un lieu adapté aux besoins​, mais également en mesure de surprendre l’audience, de la mettre à l’aise et de lui donner toutes les clés pour qu’elle soit aussi réceptive et productive que possible. Avant de choisir cet espace, plusieurs éléments méritent d’être pris en compte.

Identifier les enjeux du séminaire pour réserver un lieu adapté

Très concrètement, on ne se positionnera pas sur le même type d’espace si l’on souhaite former ses équipes, les consolider ou encore redorer l’image de sa marque, par exemple. Ainsi, avant même de commencer à regarder les offres existantes en termes de salles et lieux destinés aux séminaires, il est primordial d’élaborer son cahier des charges en fonction des buts visés.

Contexte de l’entreprise : sobriété ou récompense ?

L’​état de santé de l’entreprise va influer sur le choix du lieu pour un séminaire. Dans les faits, si la situation se révèle délicate et si l’on cherche à recadrer des employés suite à une crise dans la communication, un bad buzz ou de mauvais chiffres, il faudra plutôt miser sur la simplicité. Mais attention à ​ne pas confondre simplicité avec austérité​. Certes, l'honnêteté est indispensable, pour montrer à ses équipes la réalité telle qu’elle est. Cependant, il demeure primordial d’​utiliser aussi cet événement pour remotiver les troupes​, qu’elles croient à nouveau au potentiel de l’entreprise dans laquelle elles travaillent. L’essentiel, dans une telle configuration, réside donc dans le choix d’un ​juste milieu entre sobriété et cadre stimulant​. À l’inverse, un séminaire peut se dérouler dans des circonstances plus positives. L’entreprise se porte bien, elle progresse et l’on vise ​des innovations toujours plus poussées afin de grandir encore​. Ici, pour récompenser des commerciaux qui vendent particulièrement bien ou des chercheurs ayant prouvé leurs compétences, on laissera plus volontiers la place à ​un cadre festif, ou du moins enthousiasmant​.

Quoi qu’il en soit, il ne faut ​jamais aller vers un choix extrême, trop luxueux ou trop punitif​. Mais l’espace doit refléter le contexte, et il est important de bien y penser.

Equipos y servicios para profesionales

Wifi
Hot drinks
Projection et support / TV
Paperboard

Incentives: mobility and fluidity, two necessities Within the framework of "incentive" events, to stimulate teams, the seminar will ideally be organized in a multipurpose complex, where physical and cultural activities can be carried out, but also where participants can gather for more formal meetings. The provision of outdoor spaces can be a real plus, to allow all participants to get some fresh air between two sessions - and why not try other team-building activities such as fruit and vegetable picking, golf or team sports.

Participants: know their profile, their needs and their expectations The seminar must always be pleasant for its participants, whatever its objective and whatever the context. Obviously, the choice of location is different if you want to address managers, employees, clients, suppliers or partners. The age, gender, socio-professional category and status of each person must be taken into account. The more homogeneous and restricted the group, the more it becomes possible to make bold choices, perfectly coherent with their expectations.

The larger the venue, the more expensive it will be to rent. Of course, everyone should have enough space to feel comfortable, and you should also pay attention to the flexibility of the facilities, when you want to organize several different activities on site.

However, one must absolutely avoid falling into the trap of "too much ": do not select a setting that is too luxurious and that would not fit in with the context of the company, or even bet on a space that is too large and that would not be fully used. The first risk, losing money, is not the only one: you can also choose the wrong setting and, as a result, organize an event without obtaining the expected results.

To avoid exceeding a certain budget for the organization of a corporate seminar, the best advice applies to all managers who engage in the practice: establish a precise budget in advance, include all the needs and make sure not to overspend. To get to this stage of anticipation, all the questions previously detailed must already have been answered, whether it be the objectives of the seminar, the number of participants or even the activities to be planned. Beyond these broad outlines, we also start to list all the necessary equipment, the quantity of meals to be taken on site, the price of any goodies that we plan to develop for the occasion and travel costs, if any.

Many companies offer the rental of spaces specially dedicated to seminars and seem to have thought of everything for the comfort of participants. But against all odds, it may be appropriate to lose interest in these offers, which are very present on the market, and to go for lesser-known practices. Indeed, by choosing a room or a place of atypical seminar, one clearly multiplies tenfold its chances to mark the spirits and to make profitable its event.

More than ever, going outside of your own premises allows you to "put the event on a more neutral ground " This benefits the members of the company, who appreciate discovering a new space (even more so if it is atypical). But it will also appeal to potential external participants (suppliers, customers, partners), who can only congratulate an organiser capable of

To leave nothing to chance when choosing the space that will host a seminar, you must obviously identify all your needs beforehand. As previously mentioned, this allows you to anticipate your budget. But this forecast is also necessary to ensure that everyone has access to what they need and gets full satisfaction from the event.

A simple missing computer or a faulty connection can prevent the organisation of part of the seminar and seriously jeopardise its profitability. This is why, in the specifications, you must foresee absolutely all the equipment you will need, whether it is the number of tables and chairs, cables and connections, projectors, screens, office supplies and even elements to take a break in the room (coffee machine, water fountain, small biscuits). In these specifications, you must also define the dates of the event, to make sure that the premises will be made available without any difficulty

Don't forget the little extras that can make all the difference Many little touches will fully satisfy the seminar participants, whatever the purpose of the event. For example, a break room is essential if the seminar is to last a minimum of time. Care should be taken to ensure that the furniture on site is comfortable and adapted to the needs of the participants. In a more playful and "fun" perspective, we can also think of a billiard table, a table football or works of art that decorate the space. All of these elements allow you to take your mind off the work environment and let your imagination or competitive spirit blossom, for example. Finally, the location of the seminar venue is decisive. If it is possible to rent an atypical area almost anywhere, each company is free to choose a space close to its offices for easier access for employees, a meeting point in the middle of Paris to better accommodate people who come from far away and use public transport, or a much more remote area, with the objective of a total change of scenery.